Main Responsibilities and Required Skills for a Clinic Manager

A Clinic Manager is a professional who oversees the day-to-day operations of a medical clinic, ensuring that it runs smoothly and efficiently. They play a crucial role in managing the administrative and operational aspects of the clinic, as well as coordinating with healthcare providers and staff. In this blog post, we will describe the primary responsibilities and the most in-demand hard and soft skills for Clinic Managers.

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Main Responsibilities of a Clinic Manager

The following list describes the typical responsibilities of a Clinic Manager:

Accomplish

Accomplish department objectives by managing staff.

Administer

Administer and manage health service functions and daily clinic operations.

Advise

Advise Management of day-to-day operations, including any time-sensitive or emergencies situations.

Analyze

Analyze staffing mix and staff deployment to meet clinic needs.

Answer

Answer patients' questions and concerns and interact in a supportive and informative manner.

Anticipate

Anticipate what stakeholders want and manage expectations.

Approve

Approve payroll for staff members and other human resource duties as required.

Assist in

Assist in development and implementation of new programs / processes within clinic.
Assist in other duties as required by Management.
Assist in staff scheduling.
Assist the Business Manager in planning and implementing strategies to attract customers.
Assist the Director and Unit Director with operational and special activities as required.
Assist with hiring and training staff, as required.
Assist with patient related medical emergencies and acts as a resource for clinic staff.

Assume

Assume responsibility for solving client problems.

Assure

Assure employee competencies and long-term development through regular performance appraisals.
Assure principles of customer service are demonstrated in all aspect of department operations.
Assure that growth opportunities are identified.
Assure training and orientation for all new employees.

Build

Build a high performance team.
Build and maintain internal team relationships.
Build an effective network within the company, across all departments, and within the local market.
Build in succession planning.
Build strong relationships.

Challenge

Challenge and develop staff members.

Check

Check out our mission statement.

Collaborate with

Collaborate with client human resources and benefits professionals on clinic issues.
Collaborate with client professionals in health, safety and environmental practices.
Collaborate with healthcare providers to optimize clinic operations.
Collaborate with paraprofessionals involved in the patient's case.

Collect

Collect random drug urinalysis.

Communicate

Communicate information needed to all team members and conducts weekly team member meetings.
Communicate with billing, other clinical departments and other team members.
Communicate with clients and evaluate their needs.
Communicate with the patient in person and virtually through the Phyxable app.

Complete

Complete and manage all grant applications and seek out additional, appropriate sources of funding.
Complete appropriate medical billing for patients.
Complete documentation daily for services provided.

Conduct

Conduct performance evaluations and provide feedback to staff members.
Conduct regular staff meetings and provide necessary training.

Connect

Connect with the community or connect with those who can build relationships.

Contribute to

Contribute to marketing and public relations.
Contribute to the strategic planning and success of all clinic sites.

Coordinate

Coordinate administrative staff and their schedules.
Coordinate and integrates intra / inter-department systems.
Coordinate and maintain client information for records.
Coordinate and schedule patient appointments.
Coordinate clinic schedules with inpatient coverage schedules and mitigating conflicts.
Coordinate daily customer service operations (e.g. sales processes, orders and payments).
Coordinate maintenance and repairs of clinic area, equipment and instruments.
Coordinate patient care with physicians and monitor care and service delivery performance.
Coordinate referrals to specialists or other healthcare facilities.
Coordinate reporting of payroll.

Create

Create a continuous improvement culture.
Create a culture of effective collaboration throughout.
Create and deactivate user accounts within the EMR.
Create Medical Doctor / Provider virtual schedule for patient access.
Create user ids and passwords for medical clerks, residents, faculty and staff.

Define

Define and implement effective hiring, orientation and performance review processes.
Define and utilize as appropriate, effective disciplinary and termination processes.

Deliver

Deliver an exceptional experience to all guests as you greet them either in person or over the phone.

Develop

Develop and implement clinic policies and procedures.
Develop and implement office policies and procedures.
Develop and maintain relationships with external stakeholders, such as suppliers and community organizations.
Develop and nurture relationships with stakeholders and organizations that refer patients to CBI.
Develop, recommends, implements and interprets new or revised policies, standards and procedures.

Document

Document and manage information using electronic medical records software and other tools.

Engage

Engage relevant stakeholders as required.
Engage with the community, physicians and funders (WCB, Auto insurance, adjusters and LTD).

Enhance

Enhance current and create new standards as per healthcare regulations.

Ensure

Ensure accurate and complete documentation records are kept by all practitioners.
Ensure adherence to policies and procedures.
Ensure all programs and services support the purpose of the clinic group.
Ensure appropriate and effective evaluation is done on all key programs.
Ensure clinical practice, business development and leading people while managing a patient case load.
Ensure commitments to clients are met.
Ensure compliance with applicable laws, regulations, policies and procedures.
Ensure compliance with current healthcare regulations, medical laws and high ethical standards.
Ensure compliance with healthcare regulations and standards.
Ensure effective public / client relations.
Ensure front line staff are meeting the performance requirements and manage where necessary.
Ensure health and safety policies adhered to Ensure patient needs are addressed in a timely manner.
Ensure necessary documentation is in place to meet all legal and financial requirements.
Ensure patient journey is efficient and pleasant.
Ensure proper maintenance and cleanliness of the clinic premises.
Ensure quality and quantity standards are met.
Ensure quality standards are met.
Ensure relevant policies, procedures, guidelines, job descriptions and benefits are in place.
Ensure staff are treated fairly, with dignity and respect at all times.
Ensure staff completion of all mandatory training and skill development.
Ensure staffing requirements meet demand levels.
Ensure team members are engaged and morale is high within the department.
Ensure that overall operations are executed including, sales, client care and customer service.
Ensure that service delivered aligns with key performance indicators (KPIs).

Establish

Establish a learning culture as well as one that utilizes the strengths of each individual.
Establish and monitors the clinic group's financial budget.
Establish standards and evaluate performance.

Evaluate

Evaluate employee performance and identify hiring and training needs.

Excite

Excite and build upon a vision in leading and developing a clinic from the ground up.

Facilitate

Facilitate development and support of multidisciplinary teams and other service providers.
Facilitate meetings between various stakeholders as appropriate.
Facilitate patient flow through the clinic.

Focus on

Focus on superior outcomes, and calibrate work processes for outstanding results.

Follow-up

Follow-up with clients and insurance companies on outstanding accounts.

Foster

Foster a positive and collaborative work environment.
Foster open collaboration and constructive dialogue with everyone around you.

Generate

Generate inventory records and order supplies as needed.
Generate new business contracts and agreements.

Handle

Handle complaints from customers.
Handle emergency situations and ensure appropriate protocols are followed.
Handle patient complaints and resolve conflicts.

Help

Help define company vision and model it to the organization.

Hire

Hire, train and manage staff.

Identify

Identify clinic operational needs.
Identify opportunities to improve financial systems and services.
Identify opportunities to improve services and takes correction actions accordingly.

Implement

Implement and maintain electronic health records (EHR) systems.
Implement clinic plans, as well as the follow-up, progress.
Implement employee disciplinary process and responds to grievances as needed.
Implement quality assurance measures to improve patient care.
Implement strategies to increase patient satisfaction and retention.
Implement systems, policies and procedures for smooth, productive and efficient clinic operations.
Implement the business plan and proactively identity strategies to drive performance of all clinics.

Innovate

Innovate and implement business strategies to support organizational goals.

Interact

Interact with personable demeanor and professional conduct.

Interpret

Interpret regulations and policies with regard to maintenance and storage of health records.

Keep

Keep the patient at the center of everything that you do, building lifelong trust.

Lead

Lead and inspire others, developing and retaining talent, mentoring and leading by example.
Lead annual business planning and the strategic planning process.
Lead the service planning for new service implementation.

Liaise with

Liaise with insurance companies for billing and reimbursement purposes.
Liaise with law firms to provide documentation.
Liaise with physicians and assist Medical Director.

Log in

Maintain

Maintain accurate patient records and ensure confidentiality.
Maintain and create enduring relationships with patients and staff.
Maintain excel spreadsheets and word documents.
Maintain patient confidentiality in accordance with university and departmental policy.
Maintain quality assurance programs to ensure patient satisfaction with practice services.
Maintain regular / ongoing communication with physicians and staff.
Maintain SHA applications for new and current employees.

Make

Make sure all employees adhere to company's policies and guidelines.

Manage

Manage and collect patient and third-party billings, including AR and AP.
Manage and order medical and office supplies to ensure the smooth running of the clinic.
Manage and schedule patient appointments and records.
Manage appropriate level of equipment and supplies.
Manage billings, insurance claims and collections.
Manage billings through HCAI and Telus health.
Manage day to day operation of the clinic, including.
Manage insurance claims, including submitting claims, verification and reconciliation.
Manage inventory of medical supplies and equipment.
Manage practice expenses and materials to meet or exceed budget projections.
Manage the clinic's budget and financial resources.
Manage the day to day running of the medical clinic.
Manage the implementation of new healthcare initiatives or programs.

Model

Model the brand, values, and lifestyle and maintain a professional image at all times.

Monitor

Monitor and analyze clinic performance metrics.
Monitor and control infection prevention and control measures.
Monitor and enforces compliance.
Monitor and maintain clinic inventory.
Monitor client treatment plan progress.
Monitor inventory of office supplies and assist in the purchasing / stocking of new materials.
Monitor, manage and update patient records in Universal, as required.
Monitor operating costs, budgets and resources.
Monitor performance of the plan, making adjustments as needed.
Monitor staff productivity.

Order

Order medical and office supplies.

Orient

Orient and train staff on specific clinic work processes.

Oversee

Oversee clinic inventory and supply ordering.
Oversee the orientation of patients to academic family medicine model of care.
Oversee the purchasing, maintenance, and repair of clinic equipment.
Oversee the recruitment, hiring, and training of clinic staff.

Participate in

Participate in discussions with Department Directors regarding the clinic's goals and objectives.
Participate in strategic planning for the clinic's growth and expansion.
Participate on any committees of the Executive Level as necessary.

Perform

Perform additional duties as assigned.
Perform employee reviews and provide constructive feedback on their performance.
Perform other duties as assigned.

Plan

Plan, organize, control, integrate and evaluate the work of assigned staff.

Practice

Practice open communication with staff and providers regarding issues related to operations.

Prepare

Prepare and maintain on-call schedule.
Prepare financial reports and projections.
Prepare reports and present findings to senior management.

Promote

Promote and facilitate communication to assist in the healing and rehabilitation process.
Promote and maintain a culture of patient safety within the clinic.

Provide

Provide administrative supervision to frontline staff which include the clinical assistants.
Provide alcohol and drug education to patients and families in inpatient and outpatient programs.
Provide case management service including linkage to referrals as needed.
Provide clear direction to company staff, contractors and all vendors.
Provide clinic input into business decisions, service delivery model and developmental opportunities.
Provide crisis intervention counseling as needed.
Provide day-to-day direction and leadership for clinic staff.
Provide feedback and coaching.
Provide necessary background information on documents requiring signature.
Provide patients with appropriate support and guidance.
Provide reports and summaries for General Manager when needed.
Provide superior customer service to Medcor's client and employees.

Put

Put the client first and model service and care standards at all times.

Reach

Reach or exceed KPI goals for both personal as well as all-clinic performance.

Recognize

Recognize team members for high performance on a daily basis.

Recommend

Recommend and / or implements changes as necessary to maintain efficiency.

Record

Record documentation accurately in the electronic medical record.

Report

Report directly to, and collaborate with the clinic owner on any clinic development.

Represent

Represent the company where appropriate.

Research

Research and resolve client concerns promptly.

Resolve

Resolve technical issues that may arise.
Resolve various issues pertaining to the virtual site.
Resolve various objections occurring through virtual care service.

Respond to

Respond to and resolve urgent clinical concerns from reporting staff and clients.
Respond to internal clients.

Review

Review appointment bookings online (using Accuro EMR).
Review patients' schedule, update and maintain their charts.

Set

Set achievable client expectations.
Set goals and accomplish new challenges.
Set high standards for self based upon competency model.

Shall

Shall complete assessments, evaluations, provide individual and group counseling.

Solicit

Solicit opinions and ideas from clients.

Stay updated on

Stay informed about changes in healthcare policies and regulations.
Stay updated on industry trends and advancements in healthcare technology.

Suggest

Suggest sales training programs and techniques.

Supervise

Supervise and evaluate the performance of clinic personnel.
Supervise and motivate staff to perform their best.
Supervise billing process, ensuring accuracy and efficient reconciliation.
Supervise office staff (receptionists).
Supervise referral process, ensuring continuity of patient care.
Supervise scheduling and daily assignment of duties for all staff.

Support

Support for onsite employee health and wellness efforts.
Support the physicians and assist them with patient care.

Take

Take action to positively impact sales and profit.
Take a key role in the development of subsequent business plans.

Track

Track performance for sales activities, staff productivity and supplies / inventory.
Track the flow of medical records and patient information through the clinic.

Understand

Understand the present PT private practice environment locally, regionally, and nationally.

Utilize

Utilize a strong clinical practice with excellent patient outcomes.

Most In-demand Hard Skills

The following list describes the most required technical skills of a Clinic Manager:

Proficiency in medical terminology and healthcare coding systems (e.g., ICD-10, CPT).
Knowledge of healthcare laws, regulations, and compliance requirements.
Understanding of financial management and budgeting principles.
Familiarity with electronic health record (EHR) systems and medical software.
Ability to analyze and interpret clinic performance data.
Competence in inventory management and supply chain processes.
Proficiency in medical billing and reimbursement procedures.
Knowledge of healthcare quality improvement methodologies.
Experience with scheduling and appointment management systems.
Understanding of healthcare insurance and claims processing.
Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint).
Knowledge of infection control protocols and practices.
Familiarity with healthcare accreditation standards (e.g., Joint Commission).
Experience in implementing and managing telehealth services.
Competence in project management methodologies and tools.
Understanding of healthcare privacy and confidentiality regulations (e.g., HIPAA).
Knowledge of medical equipment and technology used in clinics.
Proficiency in data analysis and reporting tools.
Experience with staff scheduling and workforce management systems.
Competence in managing electronic documentation and record-keeping systems.

Most In-demand Soft Skills

The following list describes the most required soft skills of a Clinic Manager:

Exceptional interpersonal skills and ability to build relationships.

Excellent communication skills, both verbal and written.
Strong leadership and team management abilities.
Exceptional organizational and multitasking skills.
Effective problem-solving and decision-making capabilities.
Empathy and compassion towards patients and staff members.
Flexibility and adaptability to changing clinic environments and situations.
Strong attention to detail and accuracy in work.
Excellent time management and prioritization skills.
Ability to handle stressful situations with calmness and composure.
Effective conflict resolution and negotiation skills.
Strong customer service orientation.
Ability to motivate and inspire a team.
Demonstrated ability to work collaboratively in a healthcare team.
Adaptability to new technologies and software systems.
Analytical and critical thinking skills.
Strong ethical and professional conduct.
Exceptional problem-solving skills.
Continuous learning mindset to stay updated with industry advancements.
Ability to handle confidential information with discretion.

Conclusion

Clinic Managers play a vital role in ensuring the smooth functioning of medical clinics. They are responsible for managing various administrative, operational, and staff-related tasks. In addition to technical skills related to healthcare management, Clinic Managers also need a range of soft skills to effectively lead and communicate with their teams. By possessing a combination of these hard and soft skills, Clinic Managers can create a productive and patient-centric environment within the clinic.